Agenda and minutes

Policy and Resources Committee
Thursday, 6th February, 2020 6.30 pm

Venue: Council Chamber, Ryedale House, Malton

Contact: Ellen Walker  43455

Recording: Listen to the recording

Items
No. Item

89.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor King, Councillor Cleary substituted.

90.

Declarations of Interest

Members to indicate whether they will be declaring any interests under the Code of Conduct.

 

Members making a declaration of interest at a meeting of a Committee or Council are required to disclose the existence and nature of that interest.  This requirement is not discharged by merely declaring a personal interest without further explanation.

Minutes:

Cllr Cleary declared a personal, non-pecuniary and not prejudicial interest in item 11 (Provision of the Learn to Swim Programme – Update) as the Member Champion for Sport and Physical Recreation.

 

Cllr Burr declared a personal, non-pecuniary and not prejudicial interest in item 14 (Refugee Resettlement Scheme) as she undertakes work with refugees.

91.

Minutes of the Meeting held on 14 November 2019

Supporting documents:

Minutes:

Decision

 

That the minutes of the Policy and Resources Committee held on 14 November 2019 be approved and signed by the Chairman as a correct record.

 

Voting record

9 For

1 Abstention

92.

Urgent Business

To receive notice of any urgent business which the Chairman considers should be dealt with at the meeting as a matter of urgency by virtue of Section 100B(4)(b) of the Local Government Act 1972.

Minutes:

There were no items of urgent business.

93.

Minutes of the Car Parking Working Party held on 3 December 2019

Supporting documents:

Minutes:

The minutes of the Car Parking Working Party held on 3 December 2019 were received.

 

94.

Minutes of the Car Parking Working Party held on 27 January 2020

Supporting documents:

Minutes:

The minutes of the Car Parking Working Party held on 27 January 2020 were received.

95.

Exempt Information

To consider a resolution to exclude the press and public from the meeting during consideration of the following items:

 

Item 9 as provided by paragraphs 1, 2 and 3 of Schedule 12A of Section 100A of the Local Government Act 1972.

 

Item 10 as provided by paragraphs 1, 2 and 3 of Schedule 12A of Section 100A of the Local Government Act 1972.

 

Item 11 as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972.

 

Item 12 as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972.

 

The public interest test has been considered and, in all the circumstances of the case, the public interest in maintaining the exemption is considered to outweigh the public interest in disclosing the information.

Minutes:

Resolved

 

To exclude the press and public from the meeting if there was any discussion of the contents of the following items:

 

Item 9 (Minutes of the Milton Rooms Working Party held on 16 December 2019) as provided by paragraphs 1, 2 and 3 of Schedule 12A of Section 100A of the Local Government Act 1972.

 

Item 10 (Minutes and Recommendations of the Milton Rooms Working Party held on 15 January 2020) as provided by paragraphs 1, 2 and 3 of Schedule 12A of Section 100A of the Local Government Act 1972.

 

The public interest test has been considered and, in all the circumstances of the case, the public interest in maintaining the exemption is considered to outweigh the public interest in disclosing the information.

 

Voting record

9 For

1 Abstention

 

 

Resolved

 

To exclude the press and the public from the meeting during consideration of item 11 (Provision of the Learn to Swim Programme – Update) as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972.

 

The public interest test has been considered and, in all the circumstances of the case, the public interest in maintaining the exemption is considered to outweigh the public interest in disclosing the information.

 

Voting record

7 For

2 Against

1 Abstention

 

 

To exclude the press and the public from the meeting during consideration of item 12 (Request to Lease Office Space at Ryedale House) as provided by paragraph 3 of Schedule 12A of Section 100A of the Local Government Act 1972.

 

Upon being put to the vote the motion was lost and this item was therefore considered in public.

 

Voting record

1 For

9 Against

96.

Minutes of the Milton Rooms Working Party held on 16 December 2019

Minutes:

The minutes of the Milton Rooms Working Party held on 16 December 2019 were received.

97.

Minutes and Recommendations of the Milton Rooms Working Party Held on 15 January 2020

Minutes:

The minutes of the Milton Rooms Working Party held on 15 January 2020 were received.

 

Decision

 

That the recommendation from the Milton Rooms Working Party held on 15 January 2020 be approved.

 

Recommendation:

The £9,900 in reserve be released, subject to confirmation with the legal team.

 

Voting record

Unanimous

PART 'A' ITEMS - MATTERS TO BE DEALT WITH UNDER DELEGATED POWERS OR MATTERS DETERMINED BY COMMITTEE

98.

Provision of the Learn to Swim Programme - Update

Minutes:

Considered – report of the Deputy Chief Executive

 

Decision

 

(i)         Members note the report and the financial request from the leisure operator

(ii)        Members note the views of Overview and Scrutiny on this matter.

(iii)       Dismiss the request for an increase in the annual management fee in the form of a compensation payment to the leisure operator.

 

Voting record

Unanimous

PART 'B' ITEMS - MATTERS REFERRED TO COUNCIL

99.

Request to Lease Office Space at Ryedale House

Minutes:

Considered – report of the Head of Customer Service

 

A motion that this be a Part B item and goes to Full Council for more detailed consideration was proposed and seconded.

 

Upon being put to the vote the motion was passed.

 

Decision

 

This item is referred to Full Council.

 

Voting record

6 For

4 Against

PART 'A' ITEMS - MATTERS TO BE DEALT WITH UNDER DELEGATED POWERS OR MATTERS DETERMINED BY COMMITTEE

100.

Public Services Hub

Supporting documents:

Minutes:

Considered – report of the Deputy Chief Executive

 

Decision

 

(i)     Members note the progress of the Public Services Hub project to date

 

(ii)    Members:

 

a)     Accept the £70,000 funding from the Cabinet Office, One Public Estate (OPE) Programme offered in support of Stage 2 of the project.

 

b)     Give their approval for officers to proceed with Stage 2 (scoping, brief, building design and business case development) of the project plan attached to the report

 

(iii)   A progress report is presented to every meeting of this Committee

 

Voting record

Unanimous

101.

Refugee Resettlement Scheme

Supporting documents:

Minutes:

Considered – report of the Housing Services Manager

 

Decision

 

Subject to on-going funding from Government agree to participate in the Governments new Global Resettlement Scheme for refugees.  Ryedale District Council commits to participating in the government’s global resettlement scheme and resettles 18 persons between 2020/21 and 2023/24.

 

Voting record

9 For

1 Abstention

PART 'B' ITEMS - MATTERS REFERRED TO COUNCIL

102.

Timetable of Meetings 2020-2021

Supporting documents:

Minutes:

Considered – report of the Democratic Services Manager

 

Recommendation

 

That the Democratic Services Manager be requested to produce an amended timetable of meetings for consideration at Full Council, avoiding school holidays where possible and moving the Annual Council meetings to 6:30pm.

 

That Council is recommended to approve the timetable of meetings, subject to the amendments requested by Policy and Resources.

 

Voting record

Unanimous

103.

Corporate Enforcement Policy

Supporting documents:

Minutes:

Considered – report of the Head of Customer Services

 

Recommendation

 

It is recommended to Council:

(i)     That the Council approves the Corporate Enforcement Policy (appendix 1 of the report).

 

(ii)    That the Corporate Enforcement Policy is uploaded to the website and included in publication lists for the authority.

 

(iii)   That the Corporate Enforcement Policy and Department Policies continues to be reviewed on a regular basis or as the need arises from factors such as changes to legislation.

 

(iv)   That under the Council’s scheme of delegation, delegated authority is given to the Heads of Service to undertake the enforcement duties within the Corporate Enforcement Policy.

 

(v)    That delegated authority is given to the Chief Executive to approve minor modifications and updates to the policy.

 

Voting record

9 For

1 Abstention

104.

HR Policy Revision

Supporting documents:

Minutes:

Considered – report of the Head of Human Resources

 

Recommendation

 

It is recommended to Council that

 

(a)    The revised policies are agreed for implementation, subject to an amendment to the Staff Volunteering Policy to reflect that volunteering must be undertaken within Ryedale.

 

(b)    Administrative amendments to implemented policies:  That the appropriate officer, under direction from SMB be able to make any minor administrative amendments to implemented policies; such as updating references, refreshing any forms attached as appendices as part of improving workflow.  These changes will be documented as part of document control and will not result in a change of the policy itself.

 

Voting record

7 For

2 Against

1 Abstention

105.

Budget Monitoring - Q3 2019/20

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s.151)

 

Recommendation

 

It is recommended that Council notes the contents of the report.

 

Voting record

8 For

1 Against

106.

Treasury Management Statement and Annual Investment Strategy 2020/21

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s.151)

 

Recommendation

 

That Council is recommended to approve:

 

(i)     Members receive this report;

 

(ii)    The Operational Borrowing Limit for 2020/21 is set at £6m;

 

(iii)   The Authorised Borrowing Limit for 2020/21 is set at £11.5m;

 

(iv)   Councillors delegate authority to the Chief Finance Officer to effect movement within the agreed authorised boundary limits for long-term borrowing for 2020/21 onwards.

 

(v)    Councillors delegate authority to the Chief Finance Officer to effect movement within the agreed operational boundary limits for long-term borrowing for 2020/21 onwards.

 

(vi)   The treasury management strategy statement 2020/21 be approved.

 

(vii)  The minimum revenue provision policy statement for 2020/21 be approved.

 

(viii)The treasury management investment strategy for 2020/21 be approved.

 

(ix)   The prudential indicators for 2020/21 which reflect the capital expenditure plans which are affordable, prudent and sustainable be approved.

 

(x)    The Capital Strategy for 2020/21 be approved

 

Voting record

Unanimous

107.

Financial Strategy

Supporting documents:

Minutes:

Considered – report of the Chief Finance Officer (s.151)

 

The recommendations were taken separately.

 

(i)            To approve the Council’s Financial Strategy (Annex A) which includes:

a.    Savings/additional income totalling £434k (Financial Strategy Appendix 3)

b.    Growth Pressures totalling £1,182k (Financial Strategy Appendix 4)

c.    The revised capital programme (Financial Strategy Appendix 6)

 

This recommendation was carried.

 

Voting record

For:  Cllrs Duncan, J Andrews, Arnold, Cleary, Delaney, Docwra, Frank and Wass

Against:  Cllr Thackray

Abstain:  Cllr Burr

 

 

(ii)           A Revenue Budget for 2019/20 of £8,734k with the total charge remaining at £195.82 for a Band D property (note that total Council Tax, Including the County Council, Fire and Police is covered within the separate Council Tax setting report to Full Council);

 

Voting record

For:  Cllrs Duncan, Cleary, Delaney and Docwra

Against:  Cllrs J Andrews, Frank, Thackray and Wass

Abstain:  Cllrs Arnold and Burr

 

The Chairman had the casting vote and the recommendation was carried.

 

 

(iii)          to approve the special expenses amounting to £52,480

 

This recommendation was carried.

 

Voting record

For:  Cllrs Duncan, J Andrews, Arnold, Cleary, Delaney, Docwra and Wass

Against:  Cllr Thackray

Abstain:  Cllrs Burr and Frank

 

 

(iv)         to note the financial projection for 2020/21 – 2023/24

 

This recommendation was carried.

 

Voting record

For:  Cllrs Duncan, J Andrews, Arnold, Cleary, Delaney, Docwra, Frank and Wass

Against:  Cllr Thackray

Abstain:  Cllr Burr

 

 

(v)          to agree the proposed new Pay Structure and Revised Allowances as set out in Appendix 1 of the Strategy

 

This recommendation was carried.

 

Voting record

For:  Cllrs Duncan, J Andrews, Arnold, Cleary, Delaney, Docwra, Frank and Wass

Against:  Cllr Thackray

Abstain:  Cllr Burr

 

Recommendation

 

That Council is recommended:

(i)     To approve the Council’s Financial Strategy (Annex A) which includes:

a.      Savings/additional income totalling £434k (Financial Strategy Appendix 3)

b.      Growth Pressures totalling £1,182k (Financial Strategy Appendix 4)

c.      The revised capital programme (Financial Strategy Appendix 6)

 

(ii)    A Revenue Budget for 2019/20 of £8,734k with the total charge remaining at £195.82 for a Band D property (note that total Council Tax, Including the County Council, Fire and Police is covered within the separate Council Tax setting report to Full Council);

 

(iii)   to approve the special expenses amounting to £52,480

 

(iv)   to note the financial projection for 2020/21 – 2023/24

 

(v)    to agree the proposed new Pay Structure and Revised Allowances as set out in Appendix 1 of the Strategy

108.

Any other business that the Chairman decides is urgent.

Minutes:

There being no items of urgent business the meeting closed at 9:40pm.